In order to: assure that books and other items in the collection are accounted for and in good condition, make needed adjustments to holdings information, remain aware of the quality and needs of the collection, and be able to prepare correct reports, the Anytown School Library will conduct an annual inventory of the library collection using the inventory resource available to them through their purchased library management software package. Books and other resources will be accounted for (using a PHD or scanner) and physically evaluated by the librarian and library paraprofessionals during inventory.
Inventory Procedures
1. Preparing for Inventory:
ü Schedule the inventory to begin several weeks before the end of the school year. Provide the starting and ending dates to the school administrator. Determine if you will stop regular circulation of materials during this time or not and if so, notify faculty and students of this date. ü Decide if you will conduct a full inventory at one time, or a series of partial inventories. Make decisions on the order in which you will inventory sections of the library. ü Consider weeding your collection. Discard items that are outdated, overly worn, or unused before going through the inventory process. ü Access the holdings records in your automated system and print a shelflist from the system if desired. This can be found under the Reports tab in the Follett Destiny program A shelflist is useful if you are using volunteers and/or students to help with the inventory (who might not otherwise realize if books are out of order on the shelves), but if only the librarian and/or library paraprofessionals are doing the inventory and can correct shelving issues as they go, it might be considered an unnecessary use of paper and ink. The shelflist can be used by students/volunteers to scan shelves prior to the inventory to make sure items are in their proper places if needed. If there are items that are kept out of regular order, the assistant should mark the shelf with a note listing the item and its location so that you can go scan the displaced items in the proper sequence when you reach those points, if your automated system is set up to notify you if scanned books are not in order. If your system is not set to notify you, it will not care if the books are scanned in order or not. ü Prepare all equipment needed for the inventory and borrow extra PHDs if necessary. Make sure PHDs are purged of any previously scanned files, and all equipment is charged and ready to use. If you prefer to use the library scanner, prepare a cart with the scanner attached to a desktop or laptop computer so that you can scan barcodes directly into the automated system. ü Issue a recall for all library materials from students and staff in plenty of time for most materials to be in before the inventory is begun if your collection management software does not allow continuous updates as materials come in. If this is the case, simply place any returned materials to a separate shelf to be inventoried later. ü Consult the software (e.g. Follett Destiny) manual and set up any preferences required before starting inventory.
2. Conducting the Inventory:
Ø Scan your collection in order from the 000s to 999s for nonfiction and in alphabetical order for fiction. Use sticky notes or some type shelf marker to mark where you stop at the end of the day or if you're interrupted. Ø If using PHDs, upload the scanned files per instructions in your manual when PHDs become full. Ø Keep careful records of who inventories each section as well as their beginning and ending barcodes and titles. Consider using the Inventory Worksheet included below. Ø Take note of books that need attention (mending, additional info needed, etc) and shelve them on their spine so that they can easily be pulled later for adjustments. Ø Print exception reports or missing book reports at the end of each day and look for those items. Remember that items coming in through the circulation system will be automatically inventoried by the system. Ø Print a list of “unmarked items” or items “not in your records” and check to make sure they are (1) properly cataloged in the system, and/or (2) if they actually belong to your library or might belong to another school or public library. Ø When all efforts to find items have been exhausted, Finalize the Inventory. Ø Print a list of lost items. Keep this list for two consecutive years to see if items turn up. Ø Delete any truly lost items from the system, and re-order if necessary. Ø Go back and give attention to the books left on their spines on the shelves. Make any physical repairs or cataloging updates necessary. Ø Prepare and turn in the Inventory report to your administrator.
*For further information about any of these links, please see the Annotated Bibliography below. Annotated Bibliography of Works Consulted
Alewine, Martha, ed. “Inventory Procedures.” SC School Libraries Resources and Links to Facilitate Creating and Maintaining Quality School Library Media Programs. SC Dept. of Education. n.d. Web. 13 April 2011. This site offers a template for creating an Inventory Procedures manual section for the school library collection. It includes points to consider for conducting inventory with a library automation system and points to consider for conducting a manual inventory. “Arnoldus Library Inventory Policy.” Arnoldus Library. N.p., n.d. Web. 13 April 2011. <http://sites.google.com/site/arnolduslibrary/library-manual/inventory-policy>. This is an example of a simple inventory policy from the Arnoldus Library, Cavite, Phillipines. Baltimore County Public Schools. “Selection Criteria for School Library Media Center Collections.” Baltimore County Public Schools. Office of Library and Information Technology. 2011. Web. 13 April 2011. This site offers recommendations on when and how to carry out a library inventory and the procedures for weeding as a part of the process. Basinger, Charlene. "Collection Inventory for a High School Library." PNLA Quarterly 69.4 (2005): 8-11. Library Lit & Inf Full Text. Web. 24 Apr. 2011. This very informative article defines, describes, and highlights a case description of an actual collection inventory in a high school library. It provides a timeline for a complete inventory as well as a list of problems encountered and the time it took to provide solutions. This is a very good article for a librarian planning his/her first collection inventory. Braxton, Barbara. "Inventory: 26 Reasons for Doing One." Teacher Librarian 32.4 (2005): 52-3. Education Full Text. Web. 24 Apr. 2011. This article discusses what a school library collection inventory is and enumerates many reasons for performing it; could be very useful in justifying the needed time and resources to administrators. Eduscapes. “Library Media Program: Inventory.” The School Library Media Specialist. N.p. n.d. Web. 20 April 2011. This webpage considers situations in which not having an inventory has serious consequences and explores the purpose, scope, and process of performing a library inventory. Follett Software Company. “Conducting a Library or District Media Center Inventory.” Destiny Online Help and Support. Follett Software Company. n.d. Web. 01 May 2011. <http://legacyhelp.fsc.follett.com/content/Inventory/library_inventory/inventoryform_overview.htm - procedure>. This web address is accessible without having to be working from within a Destiny program. It is a comprehensive overview of every aspect of doing a library inventory using Follett’s Destiny software and includes links to step-by-step instructions for accessing and using every aspect of the software as well as scanners, PHDs, etc. Although it is specifically or Destiny users, the steps and linked information is certainly helpful to a librarian using any inventory software. Follett Software Company. “Inventory Checklist.” Destiny Help. Follett Software Co. 2011. Web. 13 April 2011. <http://destinyhelp99.fsc.follett.com/content/inventory/library_inventory-checklist>. This inventory checklist guides librarians through the preparations before and procedures during both partial and full inventories. Important terms and procedures are linked for further assistance at every step. It is available through the Help icon inside Destiny software. Follett Software Company. “Inventory Resources.” Destiny Help. Follett Software Co. 2011. Web. 13 April 2011. <http://destinyhelp99.fsc.follett.com/content/common/no_welcome_10_inventory.htm>. This is the Follett Inventory Resource page. It contains links to resources needed to prepare for inventory in the library as well as answers to Frequently Asked Questions. It is available through the Help icon inside Destiny software. Hoffman, Frank w. and Richard John Wood. Library Collection Development Policies: School Libraries and Learning Resource Centers. Lanham: Scarecrow Press, 2007. Web. Googlebooks.com. This book explores the process of revising or writing a collection-development policy for public, private, or academic libraries. It includes examples from school library systems, including an example of an Inventory process. It also provides many references to other useful informational sites. "Inventory Issues." TheSchool Librarian's Workshop 21.10 (2001): 7-8. Education Full Text. Web. 24 Apr. 2011. This article highlights a few of the problems and solutions faced by school librarians in completing year-end inventories of the library collection. Sherif, Sue, ed. “Inventory.” Alaska School Library Handbook. Alaska State Library. n.d. Web. 13 April 2011. <https://aklibraryhandbook.pbworks.com/w/page/1659505/Inventory>. This resource gives a detailed overall look at the inventory process in the library. It includes the reasons to inventory, advantages of annual inventory, and inventory suggestions for both non-automated and automated collections. Syracuse City School District. “End of the Year Procedures & Inventory.” Syracuse City School Library System. N.p. Oct. 2005. Web. 17 April 2011. This reference sheet gives a good overview of end-of-year procedures for school librarians, including inventory procedures. Syracuse City School Library System. “Inventory Worksheet.” LMS Tools. N.p. n.d. Web. 17 April 2011. This reference sheet was created to keep record of starting and stopping points as a library collection inventory proceeds. Syracuse City School Library System. “Principles of Inventory.” LMS Tools. N.p. n.d. Web. 17 April 2011. This section from the SYRSLS Inventory Manual describes the purposes of inventory as well as provides a guide through the inventory process. It also includes some helpful sheets for recording inventory progress, and inventory log, and a helpful Holdings Codes reference sheet that might be useful for cataloging and for inventory.
Table of Contents
Inventory Policy StatementInventory Procedures
References and Tools
Annotated Bibliography
Inventory Policy Statement
In order to: assure that books and other items in the collection are accounted for and in good condition, make needed adjustments to holdings information, remain aware of the quality and needs of the collection, and be able to prepare correct reports, the Anytown School Library will conduct an annual inventory of the library collection using the inventory resource available to them through their purchased library management software package. Books and other resources will be accounted for (using a PHD or scanner) and physically evaluated by the librarian and library paraprofessionals during inventory.
Inventory Procedures
1. Preparing for Inventory:
ü Schedule the inventory to begin several weeks before the end of the school year. Provide the starting and ending dates to the school administrator. Determine if you will stop regular circulation of materials during this time or not and if so, notify faculty and students of this date.
ü Decide if you will conduct a full inventory at one time, or a series of partial inventories. Make decisions on the order in which you will inventory sections of the library.
ü Consider weeding your collection. Discard items that are outdated, overly worn, or unused before going through the inventory process.
ü Access the holdings records in your automated system and print a shelflist from the system if desired. This can be found under the Reports tab in the Follett Destiny program A shelflist is useful if you are using volunteers and/or students to help with the inventory (who might not otherwise realize if books are out of order on the shelves), but if only the librarian and/or library paraprofessionals are doing the inventory and can correct shelving issues as they go, it might be considered an unnecessary use of paper and ink. The shelflist can be used by students/volunteers to scan shelves prior to the inventory to make sure items are in their proper places if needed. If there are items that are kept out of regular order, the assistant should mark the shelf with a note listing the item and its location so that you can go scan the displaced items in the proper sequence when you reach those points, if your automated system is set up to notify you if scanned books are not in order. If your system is not set to notify you, it will not care if the books are scanned in order or not.
ü Prepare all equipment needed for the inventory and borrow extra PHDs if necessary. Make sure PHDs are purged of any previously scanned files, and all equipment is charged and ready to use. If you prefer to use the library scanner, prepare a cart with the scanner attached to a desktop or laptop computer so that you can scan barcodes directly into the automated system.
ü Issue a recall for all library materials from students and staff in plenty of time for most materials to be in before the inventory is begun if your collection management software does not allow continuous updates as materials come in. If this is the case, simply place any returned materials to a separate shelf to be inventoried later.
ü Consult the software (e.g. Follett Destiny) manual and set up any preferences required before starting inventory.
2. Conducting the Inventory:
Ø Scan your collection in order from the 000s to 999s for nonfiction and in alphabetical order for fiction. Use sticky notes or some type shelf marker to mark where you stop at the end of the day or if you're interrupted.
Ø If using PHDs, upload the scanned files per instructions in your manual when PHDs become full.
Ø Keep careful records of who inventories each section as well as their beginning and ending barcodes and titles. Consider using the Inventory Worksheet included below.
Ø Take note of books that need attention (mending, additional info needed, etc) and shelve them on their spine so that they can easily be pulled later for adjustments.
Ø Print exception reports or missing book reports at the end of each day and look for those items. Remember that items coming in through the circulation system will be automatically inventoried by the system.
Ø Print a list of “unmarked items” or items “not in your records” and check to make sure they are (1) properly cataloged in the system, and/or (2) if they actually belong to your library or might belong to another school or public library.
Ø When all efforts to find items have been exhausted, Finalize the Inventory.
Ø Print a list of lost items. Keep this list for two consecutive years to see if items turn up.
Ø Delete any truly lost items from the system, and re-order if necessary.
Ø Go back and give attention to the books left on their spines on the shelves. Make any physical repairs or cataloging updates necessary.
Ø Prepare and turn in the Inventory report to your administrator.
Inventory References and Tools
Anderson_McCall's Inventory Checklist:
*Eduscape’s Inventory Explanation: http://eduscapes.com/sms/program/inventory.html
*Follett’s Destiny Inventory Checklist: You must be logged onto the Follett Destiny system to access this checklist. http://destinyhelp99.fsc.follett.com/content/inventory/library_inventory/inventory-checklist
*Inventory Procedures from The Syracuse City School District: http://weblink.scsd.us/~liblinks/EndofYearProcedures.pdf.
*Inventory Worksheet from the Syracuse City School Libraries: http://weblink.scsd.us/~liblinks/Inventory%20Worksheet.doc
*PNLA Quarterly’s article, “ Collection Inventory for a High School Library,” by Charlene Basinger - http://vnweb.hwwilsonweb.com.ezproxy.mansfield.edu/hww/jumpstart.jhtml?recid=0bc05f7a67b1790ed335e4d6f83412f1b4127fdfea720934a330dc8b09479f1aa9887980f883d29f&fmt=P
*"Principles of Inventory" from the Syracuse City School Libraries: http://weblink.scsd.us/~liblinks/PRINCIPLES%20OF%20INVENTORY.doc
*Teacher Librarian article, “Inventory: 26 Reasons for Doing One,” by Barbara Braxton - http://vnweb.hwwilsonweb.com.ezproxy.mansfield.edu/hww/jumpstart.jhtml?recid=0bc05f7a67b1790ed335e4d6f83412f1aeda4a80a2688615e714659424e705ff3eb1a61849e0257a&fmt=P
*The School Librarian’s Workshop article, “Inventory Issues” - http://vnweb.hwwilsonweb.com.ezproxy.mansfield.edu/hww/jumpstart.jhtml?recid=0bc05f7a67b1790ed335e4d6f83412f13b0fed147c67265c21b7ffbc14cd64c91ba8eb77168e0c10&fmt=P
*For further information about any of these links, please see the Annotated Bibliography below.
Annotated Bibliography of Works Consulted
Alewine, Martha, ed. “Inventory Procedures.” SC School Libraries Resources and Links to Facilitate Creating and Maintaining Quality School Library Media Programs. SC Dept. of Education. n.d. Web. 13 April 2011. This site offers a template for creating an Inventory Procedures manual section for the school library collection. It includes points to consider for conducting inventory with a library automation system and points to consider for conducting a manual inventory.
“Arnoldus Library Inventory Policy.” Arnoldus Library. N.p., n.d. Web. 13 April 2011. <http://sites.google.com/site/arnolduslibrary/library-manual/inventory-policy>. This is an example of a simple inventory policy from the Arnoldus Library, Cavite, Phillipines.
Baltimore County Public Schools. “Selection Criteria for School Library Media Center Collections.” Baltimore County Public Schools. Office of Library and Information Technology. 2011. Web. 13 April 2011. This site offers recommendations on when and how to carry out a library inventory and the procedures for weeding as a part of the process.
Basinger, Charlene. "Collection Inventory for a High School Library." PNLA Quarterly 69.4 (2005): 8-11. Library Lit & Inf Full Text. Web. 24 Apr. 2011. This very informative article defines, describes, and highlights a case description of an actual collection inventory in a high school library. It provides a timeline for a complete inventory as well as a list of problems encountered and the time it took to provide solutions. This is a very good article for a librarian planning his/her first collection inventory.
Braxton, Barbara. "Inventory: 26 Reasons for Doing One." Teacher Librarian 32.4 (2005): 52-3. Education Full Text. Web. 24 Apr. 2011. This article discusses what a school library collection inventory is and enumerates many reasons for performing it; could be very useful in justifying the needed time and resources to administrators.
Eduscapes. “Library Media Program: Inventory.” The School Library Media Specialist. N.p. n.d. Web. 20 April 2011. This webpage considers situations in which not having an inventory has serious consequences and explores the purpose, scope, and process of performing a library inventory.
Follett Software Company. “Conducting a Library or District Media Center Inventory.” Destiny Online Help and Support. Follett Software Company. n.d. Web. 01 May 2011. <http://legacyhelp.fsc.follett.com/content/Inventory/library_inventory/inventoryform_overview.htm - procedure>. This web address is accessible without having to be working from within a Destiny program. It is a comprehensive overview of every aspect of doing a library inventory using Follett’s Destiny software and includes links to step-by-step instructions for accessing and using every aspect of the software as well as scanners, PHDs, etc. Although it is specifically or Destiny users, the steps and linked information is certainly helpful to a librarian using any inventory software.
Follett Software Company. “Inventory Checklist.” Destiny Help. Follett Software Co. 2011. Web. 13 April 2011. <http://destinyhelp99.fsc.follett.com/content/inventory/library_inventory-checklist>. This inventory checklist guides librarians through the preparations before and procedures during both partial and full inventories. Important terms and procedures are linked for further assistance at every step. It is available through the Help icon inside Destiny software.
Follett Software Company. “Inventory Resources.” Destiny Help. Follett Software Co. 2011. Web. 13 April 2011. <http://destinyhelp99.fsc.follett.com/content/common/no_welcome_10_inventory.htm>. This is the Follett Inventory Resource page. It contains links to resources needed to prepare for inventory in the library as well as answers to Frequently Asked Questions. It is available through the Help icon inside Destiny software.
Hoffman, Frank w. and Richard John Wood. Library Collection Development Policies: School Libraries and Learning Resource Centers. Lanham: Scarecrow Press, 2007. Web. Googlebooks.com. This book explores the process of revising or writing a collection-development policy for public, private, or academic libraries. It includes examples from school library systems, including an example of an Inventory process. It also provides many references to other useful informational sites.
"Inventory Issues." The School Librarian's Workshop 21.10 (2001): 7-8. Education Full Text. Web. 24 Apr. 2011. This article highlights a few of the problems and solutions faced by school librarians in completing year-end inventories of the library collection.
Sherif, Sue, ed. “Inventory.” Alaska School Library Handbook. Alaska State Library. n.d. Web. 13 April 2011. <https://aklibraryhandbook.pbworks.com/w/page/1659505/Inventory>. This resource gives a detailed overall look at the inventory process in the library. It includes the reasons to inventory, advantages of annual inventory, and inventory suggestions for both non-automated and automated collections.
Syracuse City School District. “End of the Year Procedures & Inventory.” Syracuse City School Library System. N.p. Oct. 2005. Web. 17 April 2011. This reference sheet gives a good overview of end-of-year procedures for school librarians, including inventory procedures.
Syracuse City School Library System. “Inventory Worksheet.” LMS Tools. N.p. n.d. Web. 17 April 2011. This reference sheet was created to keep record of starting and stopping points as a library collection inventory proceeds.
Syracuse City School Library System. “Principles of Inventory.” LMS Tools. N.p. n.d. Web. 17 April 2011. This section from the SYRSLS Inventory Manual describes the purposes of inventory as well as provides a guide through the inventory process. It also includes some helpful sheets for recording inventory progress, and inventory log, and a helpful Holdings Codes reference sheet that might be useful for cataloging and for inventory.
Policies and Procedures updated: May 1, 2011.